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HomeMy WebLinkAbout01/24/1990 - Workshop Minutes City Council MINUTES CITY COUNCIL WORKSHOP MEETING WEDNESDAY, JANUARY 24, 1990 4=00 P.M. COUNCIL MEMBERS PRESENT: Mayor Ringer, Councilmembers Brown, Gardner, Schneider, Birdwe11, McIlhaney COUNCIL MEMBERS ABSENT= Councilman Haddox STAFF PRESENT: City Manager Ragland, City Secretar~ Jones, City Attorney Locke, Assistant City Manager Brymer, Assistant City Manager Woody, Management Services Director Piwonka, Fiscal/Human Resources Director Harrison, Police Chief Strope, Asst. Zoning official Kee, Fire Chief Landua, Finance Director Harrison, Budget Director Schroeder, Energy Specialist Shear, Public Information Officer Calliham STUDENT GOV'T LIAISON: Shannon Maloney VISITORS PRESENT= See guest register. Mayor Ringer opened the meeting at 4:00 p.m. Agenda Item No. 1 - Presentation of Bonfire Report by TAMU Student President, Kevin Buchman. Kevin Buchman presented the Council with a brief overview of the bonfire held on December 1, 1989, and the steps taken by the University and student leaders to help eliminate problems associated with the traditional bonfire, and to make improvements for the future. Mr. Buchman read the letter written to the Battalion by the several student leaders at TAMU. This letter stated that the major problem associated with the bonfire is the spectator misbehavior and the primary cause of this behavior is alcohol abuse. Mr. Buchman also referred to a letter he wrote to the student body informing everyone of the negative impact alcohol may have on tradition. He presented statistics of citations and arrests issued by the University Police Department and the Texas Alcoholic Beverage Commission. Councilman Brown asked if further discussion has been held on the bonfire relocation. Mr. Buchman responded by stating that a report was issued three years ago concerning the possible relocation of the bonfire. Two sites were mentioned, the Polo 007661 City Council Workshop Meeting Wednesday, January 24, 1990 Page 2 Field, and the west campus across from the Wellborn tracks. At that time, it was recommended that the bonfire remain in its present location for several reasons. He will be glad to furnish the Council with a copy of this report. The Joint Faculty Senate/Student Senate Committee is currently addressing these concerns in the report. Councilman Gardner asked Mr. Buchman if he has explored the possibility of reducing the magnitude of the ceremony. Mr. Buchman responded that a concern of the committee is the large bonfire in respect to fire hazards and the environmental impact. He noted that the center pole has been reduced to 45 feet, but the width has expanded. Councilman Birdwell stated that the bonfire was located on the drill field in 1950. A concern expressed at that time, was the proximity of the bonfire to the MSC and the fire hazards involved. He suggested that the Polo Field is an excellent place to relocate the bonfire. Mr. Buchman stated that the Polo Field is being considered. Councilman Schneider commented that his residence is near the bonfire location and his car was covered with ashes the following morning. He complimented Mr. Buchman on the positive steps he took to prepare for the bonfire and he concurred that the idea of another site should be explored. Mr. Buchman commented that the Committee will be addressing the concerns expressed by the Council. Mayor Ringer concurred with the council's statements. He feels steps have been made in the right direction and the student leaders are serious about their goals in protecting the bonfire tradition. Aqenda Item No. Z- Presentation and discussion of Library Committee Report. Executive Director of Management Services Linda Piwonka introduced Mr. Ralph Reed, Chairman of the Library Committee. Mr. Ralph Reed thanked the Council for providing him the opportunity to work on this committee. He introduced the members of the Committee. On October 30, 1989, Mayor Ringer charged the Committee with investigating and reporting back to the City Council the following issues concerning library services in College Station: a) Continue to lease space or build a permanent library facility; b) Location, size, design characteristics, etc. with Wolf Pen Creek being a possible location; c) Remain a branch of the Bryan Library versus establishing an independent College Station Library. 007662 City Council Workshop Meeting Wednesday, January 24, 1990 Page 3 After reviewing these issues, the committee has recommended the following: The City of College Station support a College Station Public Library separate and apart from the Bryan Public Library, and become a member of the Texas Library Association. Establish an operating agreement with the Bryan Public Library to continue to share the benefits. Construct a new facility with a minimum of 30,000 square feet on the northwest corner of Rock Prairie Road and Rio Grande Drive. The College Station City Council continue the citizens committee to work along with this process. Mr. Reed described the report beginning the operation system. He stated that a questionnaire was prepared and sent to citizens asking certain questions relating to locations of libraries, adequate facilities, funding requirements. He noted that 55% of the citizens surveyed agreed that the current facility was in- adequate. He stated that the recommendation is to enter into an operating agreement with the Bryan Public Library System. Councilman McIlhaney asked if the bookmobile service to the neighborhoods is contracted under the proposed recommendation. Ms. Piwonka replied that this is another item the Committee discussed. Mr. Reed responded that the citizens appreciated the bookmobile, but it was not a substitute for having a real library. Councilman Gardner asked Mr. Reed to explain what are the real advantages to having our own library. Mr. Reed replied that if we remain as a branch of the Bryan Public Library they would need to allocate more money to pay for the purchase of books and additional staff. The Committee felt that by remaining a branch, the city sacrifices much of its authority to oversee the budget monies. Councilman Brown asked if the Committee discussed the possibility of purchasing 15,000 square feet at this time, and in five years expand to 30,000 square feet. Ms. Piwonka replied that if the City wishes to apply for a grant, the requirements must be met and 30,000 square feet is the minimum requirement. Councilman Birdwell asked what population figure did the Committee use to determine the facility size. Mr. Reed replied that a population figure of 46,000 was used. Mr. Birdwell commented that sometimes this figure is misleading. Further discussion was held. 007663 City Council Workshop Meeting Wednesday, January 24, 1990 Page 4 Mr. Reed indicated that the grant funds of $100,000 are available through the Texas State Library for libraries that share automation systems. Councilman Birdwell made several comments regarding the computer system servicing both libraries of an estimated cost of $450,000. Mr. Birdwell stated that he will have a hard time supporting this cost on an economic standpoint. Ms. Piwonka remarked that it is very expensive to convert the library to an automated system. Mr. Reed reported on the public library structure. He remarked that the square footage of 30,000 was satisfactory. The recommendation to build rather than lease was largely an economical decision. He noted that 20 to 30 potential sites were studied. After considering this date, the committee recommends that a library facility be constructed on the northwest corner of Rio Grande and Rock Prairie Road with consideration of constructing a branch library facility in the Wolf Pen Creek area when future growth indicates it is needed. The Rio Grande site is recommended for the following reasons: 1) Promotion of family literacy 2) Promotion of high usage 3) Accessibility 4) Costs Acceptability 5) Maintain the Area's Ambiance 6) Proper size lot Councilman McIlhaney asked if this site would also be appropriate for an art gallery or a small theatre. Mr. Reed replied that this site would only house the library. Councilman Gardner questioned why this site is the most suitable versus the Wolf Pen Creek site. Mr. Reed noted that the com- mittee visited five sites, and the members unanimously selected the number one site at Rock Prairie Road and Rio Grande Drive. He explained that problems had become apparent during the examination of various sites. Mr. Reed referred to the proposed budget as outlined in the report. Councilman Brown asked how the respondents to the citizen survey would answer favorably for a tax increase. Mr. Reed was not able to specifically answer his concern. Ms. Piwonka remarked that the survey was sent prior to the planning process, so the committee members could have a foundation to work from. Discussion was held on the parking problems near the A&M Library. Mrs. Piwonka stated that the time schedule proposed in the report is based on a possible spring bond election. Councilman Birdwell asked Mr. Reed if the committee would have any problems placing two-thirds of the proposed budget amount on 007664 City Council Workshop Meeting Wednesday, January 24, 1990 Page 5 the bond issue rather than the entire amount. Mr. Reed replied that the committee has not discussed this option. Mr. Reed indicated that the city would not qualify for accreditation nor for the shared automation grant. He preferred supporting 30,000 sq. ft. instead of only 23,000 sq. ft. Councilman Schneider stated concern that the site at Rio Grande and Rock Prairie Road may not accommodate 60,000 sq. ft. Mr. Reed pointed out that the five acres would occupy a 60,000 sq. ft. structure. Councilman Gardner asked if any data was obtained on the residential areas where a majority of library users live. Mr. Reed replied that Bryan Librarian Mrs. Clara Mounce did not have any statistical information. Councilman Birdwell commented that this information can be easily obtained from the library cards. Discussion continued. Councilman Schneider asked if other cities were contacted to learn of their experiences where libraries are located in shopping malls. Mr. Reed replied that the librarians he has spoken with were not in favor of a library in shopping malls. The main reason was because the library became a baby sitting service for mall shoppers. Mayor Ringer expressed his appreciation for the Report. He stated that the Council will review the report along with other recommendations from the CIP Committee. Mayor Ringer accepted the recommendation to retain the Committee for future needs. He thanked staff for their input and work with this Committee. Agenda Item No. 3 - Presentation and consideration of War on Drugs Committee recommendations regarding FY 1989-90 budget appropriations. Councilman Birdwell moved to adopt the report of the Committee. Councilman Brown seconded the motion. Councilman Gardner commented that this is the first incidence where the city spent local tax dollars for a social issue such as this. The vote carried unanimously, 6-0. Agenda Item No. 4 - Discussion of proposal to revise Application Fees and Methods of Notification for certain requests which require public hearings. Ms. Jane Kee explained this item. She stated that the current fees for planning cases, including rezoning applications, use permits, neighborhood/commercial use requests, and all items which are presented to the Zoning Board of Adjustments, are based 007665 City Council Workshop Meeting Wednesday, January 24, 1990 Page 6 on the number of property owners which are notified. have not been updated in 15 years. These fees Councilman Brown commented that this will allow the city to move closer to customer service. Ms. Kee explained that the current rezoning fee is $50.00 plus $4.00 per property owner identified within 200 ft. Several other cities were researched to find out the fees they charge and looked at an average. The recommendation is a flat fee of $200.00 up front for rezoning cases. Councilman Birdwell asked if the figures provided were determined on the basis of actual cost for staff time. Ms. Kee replied that this is difficult to calculate, since each case is completely different. The staff felt the new fee should be determined between the average in College Station and the average from other cities. Councilman Gardner commented that the higher fee may stop frivolous requests. Councilman McIlhaney asked if staff checked with the City of Bryan on their fees. Ms. Kee replied that the City of Bryan had contacted us since they are implementing new procedures for zoning cases. She anticipated that their costs will be relatively close to College Station's figures. A report of this study was provided to the City of Bryan staff. Ms. Kee pointed out the proposed fee for conditional use permits. The current fee is $25.00 plus $2.00 for property owner contacted. Staff has proposed a $150.00 fee, after researching other cities fees. Ms. Kee explained the fees for cases before the Zoning Board of Adjustments such as variances, home day care uses, and special exceptions are proposed to be $75.00 after researching the average fees from other cities. She pointed out that if the council decides to make these changes, the new fees will not be effective for thirty days from the date of approval. Mayor Ringer remarked that this procedure will simplify the process. He added that he likes the recommendation of the sign to be placed on the property. Aqenda Item No. S - Council Concerns. Councilman McIlhaney reported that the Texas Municipal League published an article requesting effective community anti-drug abuse programs from other communities. Responses should be sent to the Chief of Police in Duncanville. 007666 City Council Workshop Meeting Wednesday, January 24, 1990 Page 7 Councilman Schneider asked what the city's policy on accountability of auditing procedures. Mr. Ragland responded that the city began two years developing a policy that requires documentation from an auditing firm; such as a budget, financial report, and to some extent the Joint Relief Funding Review Committee has been involved in the review process. Councilman Birdwell commented that Councilman Schneider's concern is well stated. He noted that some of the agencies information is very inadequate. Councilman Brown inquired about the railroad station and its relation to the proposed depressed track along Wellborn. He noted that he would like to research the idea of a railroad depot facility that could be easily moved. Councilman Gardner stated that he has a class of graduate architect students who he hoped will prepare a conceptual design for this particular project. Councilman Gardner asked if further discussion will be held on the proposed 1/2 percent sales tax increase. Mayor Ringer stated that the item will be placed on the agenda for the February 22nd meeting. Mayor Ringer stated that he has selected Councilman Schneider, Councilman Brown, Councilman McIlhaney as alternate, along with himself to work on the agreement between the City and the Economic Development Foundation. Aqenda Item No. 6 - City Manaqer Conoerns. Mr. Ragland did not report any concerns. Aqenda Item No. 7 - Adjourn. Mayor Ringer adjourned the meeting at 6:00 p.m. APPROVED: ATTEST: 007667 GUEST REGISTER CITY COUNCIL WORKSHOP MEETING WEDNESDAY, JANUARY 24, 1990 4:00 P.M /, t, .'(.jr. 11. 12. 13. 4 14 15 16 17 18 19 10. 20 007668